Unito is a fantastic tool for syncing data between different work management tools that you or your team use. There are a surprising number of ways that you can use Unito to create workflows between tools, and we thought it might be handy to review what they are and how they work.
This is a simple sync where everything from two tools are synced. You can make a mirror sync one way, if you like. That will restrict the flow of information to only go ‘one way’ from a tool you want task data to move from into another tool without having any information sync back to the first one:
More commonly, Unito syncs are two way syncs where task information flows across every tool freely. A good percentage of our syncs--over 50%--are Mirror syncs. This is the most straightforward kind of sync and it takes the least amount of time to set up.
Multisyncs are what we call it when you connect more than two projects together. The sync goes from a two-way sync to a multi-way sync, and here’s where the real power of cross-team workflows is apparent.
It’s worth explaining a few principles of Unito’s cross-tool workflows before we go any further:
- You don’t need to sync all of the information from one tool to another--you can automatically select tasks or cards a number of different ways.
- You don’t need to map every step of task status equally across tools.
- You don’t have to sync over all of the task data from one tool to another
Let’s talk about each in a little more depth:
1. You don’t have to sync all the information from one tool to another
Unito has the ability to filter your sync so that you set up rules to limit how you sync information from a tool. There are a number of different ways you can do this which vary from tool to tool. The principal ways we offer for filtering what syncs are:
- ONLY sync tasks with certain tags or labels
- DON’T sync tasks with certain cards or labels
- ONLY sync tasks when certain people are assigned or members of them
You can see how you could very easily build a sync where, for example, all of the tasks assigned to people in your design team sync over to their tool of choice while nothing else does.
This means that you can limit what information you share with other people. You can make sure that the sync you’re building for the marketing team doesn’t include tasks for the developers. You could share just part of your task backlog with a freelancer who’s working with you on a project--the possibilities go on and on. :)
2. You don’t need to map every step of task status equally across tools
A common use case for Unito users is to create a cross team workflow through 3 or more departments where tasks sit in a backlog as long as they’re being worked on by one team, and then move into a “in progress” once the team doing the foundational work marks it as finished on their end. Now, a lot of work management tools only have incomplete / complete status, so there’s not a lot of configurability. Other tools have many statuses which the tool users can define, and that’s where mapping items unequally can give you a really interesting workflow.
3. You don’t have to sync over all of the task data from one tool to another
Finally, you may want to have organizational elements in a more complicated PM tool like Wrike or Jira but not have all of the information from that tool cluttering up the task you’ve synced. While all tasks need to have title, description, tags, and assignee synced, pretty much everything else is up for grabs; you can choose not to sync almost any other information across your tools to keep things simple.
Putting this all to work
With all of this in mind, it’s a little more clear what we mean when we say that you can build any workflow you like. Here’s a quick example of what you can do when you create multisyncs.
Task Split / Dispatch
From a backlog of tasks that you want to use to align your entire organization, sync tasks to different teams and different tools by filtering your sync by assignee or by label. As a manager, this lets you work in a project management tool with advanced features like Gantt charts and forecasting while syncing tasks to team members who want a simpler tool to manage their own workflows.
If every team has different tools that they work on, it can be baffling to try to construct a sensible overall view of the work across those teams. Merge all of the tasks from every team into one backlog to make coordinating, scheduling, and monitoring status of deliverables across teams and tools a snap!
Further, you can select just a few key tasks to merge from every team member to make a quick dashboard of the state of the most important tasks in a project. This gives you a real-time look at what matters in a simple and shareable way.
Why does Unito charge more for multisyncs?
If you think about it purely from the complexity of what we’re doing, multisyncs are substantially harder to keep up to date. Syncing a task between 2 tools has just 2 nodes to keep up to date. Syncing 3 tools has 6 nodes to keep up to date. 4 tools has 24 (!) nodes to keep up to date, and the number grows from there.
Separately from the complexity of the sync, when you’ve connected many teams together, you get a lot more value out of Unito. When we say that we save project managers 8 hours a week, it’s because we’re reducing their need to copy and paste tasks, send emails about statuses, and hold meetings that serve no purpose except to follow up on work to see where things are. Even our most expensive subscriptions are a great value for time saved, working out to under $1 for every hour saved just by the PM who’s organizing work for the team. As you add more connectors & teams together, the value that the managers and the organization get from Unito grows exponentially!